Job Summary

The Administrative Procurement Specialist is responsible for managing procurement processes while overseeing administrative operations to ensure efficiency, compliance, and cost-effectiveness. The role supports organizational objectives through proper vendor management, budget monitoring, and administrative coordination.

Key Responsibilities

• Manage the full procurement cycle, including requisition review, sourcing, quotation analysis, negotiation, and purchase order processing.
• Identify and evaluate suppliers to ensure quality, cost-effectiveness, and timely delivery of goods and services.
• Maintain and update supplier databases, contracts, and procurement records.
• Monitor inventory levels and coordinate timely replenishment of office supplies and operational materials.
• Ensure procurement activities comply with company policies, procedures, and regulatory requirements.
• Prepare and analyse procurement reports, cost comparisons, and expenditure summaries.
• Support budget monitoring by tracking procurement expenses and ensuring optimal resource utilization.
• Coordinate with finance for invoice verification, payment processing, and reconciliation.
• Oversee administrative operations, including document management, office logistics, and facility coordination.
• Supervise junior administrative staff where applicable and provide guidance on procurement procedures.
• Participate in contract negotiations and assist in drafting service level agreements (SLAs).

Qualifications and Requirements

• Bachelor’s degree in business administration, Supply Chain Management, Procurement, or a related field (Diploma with strong relevant experience may be considered).
• 3–5 years of experience in procurement and administration, with at least 2 years in a similar role.
• Strong knowledge of procurement procedures, vendor management, and contract administration.
• Understanding of budgeting principles and cost control measures.
• Proficiency in Microsoft Office (especially Excel) and procurement/ERP systems.
• Strong negotiation, analytical, and organizational skills.
• High level of integrity, confidentiality, and ability to work under pressure.
• Excellent communication and stakeholder management skills.

• Manage the full procurement cycle, including requisition review, sourcing, quotation analysis, negotiation, and purchase order processing.
• Identify and evaluate suppliers to ensure quality, cost-effectiveness, and timely delivery of goods and services.
• Maintain and update supplier databases, contracts, and procurement records.
• Monitor inventory levels and coordinate timely replenishment of office supplies and operational materials.
• Ensure procurement activities comply with company policies, procedures, and regulatory requirements.
• Prepare and analyse procurement reports, cost comparisons, and expenditure summaries.
• Support budget monitoring by tracking procurement expenses and ensuring optimal resource utilization.
• Coordinate with finance for invoice verification, payment processing, and reconciliation.
• Oversee administrative operations, including document management, office logistics, and facility coordination.
• Supervise junior administrative staff where applicable and provide guidance on procurement procedures.
• Participate in contract negotiations and assist in drafting service level agreements (SLAs).

• Strong knowledge of procurement procedures, vendor management, and contract administration.
• Understanding of budgeting principles and cost control measures.
• Proficiency in Microsoft Office (especially Excel) and procurement/ERP systems.
• Strong negotiation, analytical, and organizational skills.
• High level of integrity, confidentiality, and ability to work under pressure.
• Excellent communication and stakeholder management skills.

• Bachelor’s degree in business administration, Supply Chain Management, Procurement, or a related field (Diploma with strong relevant experience may be considered).
• 3–5 years of experience in procurement and administration, with at least 2 years in a similar role.